UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: Live@UCL – Outlook 2007
– Calendar – Create a new meeting
1. Document Information
Document Name
Outlook2007-create-meeting.docx
Service
live@UCL (Calendar)
Author
Kristina Drew
Contributors
Issue Date
01/08/2013
2. Document History
Version
Date
1.0
01/08/2013 Republished with ‘IT for SLMS’ branding
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Summary of change
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Contents
1. Document Information ......................................................................................... 1
2. Document History ................................................................................................ 1
3
Introduction .......................................................................................................... 2
4
Create a meeting ................................................................................................. 2
4.1
Repeated meeting ......................................................................................... 6
4.2
Send your meeting request ........................................................................... 6
3 Introduction
This document covers how to create a meeting using Outlook 2007 within the
live@UCL service.
A meeting is an appointment to which you invite people and/or reserve
resources.
4 Create a meeting
If you wish to schedule a meeting without first checking to see who is or isn’t
available you can use the method below. For example, you may want to ask a large
group of people to a particular event and checking diaries for all invitees would be
too difficult!
You are advised to use the Scheduling Assistant when you need to check invitees
available prior to scheduling the meeting.
1. Click on the Calendar button in the Navigation pane
2. From the Actions menu, select New Meeting Request
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3. Fill in the details about your meeting request:
a. To whom the invitation is to be sent (To: field)
Type in the names of the people you would like to invite or click on the To... box
to open the Global Address List (GAL) to carry out a search.
Tip! See: “Using the Global Address List (GAL)” when sending an email or meeting
request for more information.
Add the name of the person to the Required or Optional field
b. The subject of your meeting (Subject: field)
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c. The location of your meeting (Location: field)
You can type in the name of the location, or if it is a room that you wish to book, click
on the Rooms button at the end of the Location: field to search for the room you
need.
In the Select Rooms: Global Address List window, click in the down arrow under
Address Book and select All Rooms.
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Search for the location you need, double click to select it and click the OK button.
The room will now be added to the Location field in the New Meeting window.
Tip!
In UCL’s Global Address List (GAL), a tilde (~) is used as the first character for each
available resource. To drop down to the list of rooms quickly, you can also type a
tilde in the search box and this will jump straight to the resources available to you.
If you type in your own text in the Location field and then decide to select a location
form All Rooms in the Global Address List, you will see the following message:
"Do you want to update the current location '<Add the location>' with the new
location <location name>?"
Click Yes to replace the text in the Location field with what you have selected from
the Global Address List
d. Select the Start time and End time for your meeting or select All day event
Tip! If you want to create an All day event but still make your Calendar available for
booking, choose Free in the Meeting tab in the Options group
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If you choose Busy or Out of Office the whole day will be blocked out.
e. You can also details of your meeting in the box under the End time
f. Files can be attached Insert tab > Include group > Attach File
4.1 Repeated meeting
To make the meeting recur, click on the Recurrence button on the Meeting tab in
the Options group.
From the options available, choose when and how often you would like the meeting
to be repeated
For more information see: Recurring meetings
4.2 Send your meeting request
When you have finished completing all the details for your meeting request, click on
the Send button.
An email will be sent to all recipients informing them of your new meeting request.
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